Asset management and periodic audits

Purpose

1.1. Enable end-to-end visibility, tracking, and audit of Anganwadi center assets (food, supplies, equipment) for compliance, transparency, and timely replenishment in community childcare.
1.2. Schedule and document periodic audits to ensure resources are accounted for, maintained, and optimally utilized, minimizing loss, pilferage, or misallocation.
1.3. Automate notifications for asset shortages, expiry dates, and schedule actionable reports to supervisors and local authorities.
1.4. Integrate audit trails with government guidelines and digital record submission for improved funding justification.

Trigger Conditions

2.1. Asset acquisition, transfer, or dispatch event occurs in the inventory database.
2.2. Scheduled audit date/time is reached.
2.3. Stock below minimum threshold or nearing expiry.
2.4. Manual asset check-in/check-out logged via mobile device.
2.5. Updated compliance requirement from regulatory authority.
2.6. Inventory variance detected on reconciliation.

Platform Variants

3.1. Microsoft Power Automate
• Feature: Scheduled flow
• Setting: Configure recurring triggers for asset stock-check and periodic audits, link with SharePoint asset list with “Recurrence” schedule.
3.2. ServiceNow
• Feature: Asset Management API
• Setting: Use /api/now/table/alm_asset for create, update, and fetch asset audits, configure workflow for audit reminders.
3.3. SAP S/4HANA
• Feature: Inventory Management Integration
• Setting: Configure MIGO (goods movement) BAPI trigger, periodic background job for audit notification.
3.4. Salesforce
• Feature: Scheduled Apex
• Setting: Implement scheduled Apex job on Asset object, trigger reports and notification emails for audit tasks.
3.5. Zoho Creator
• Feature: Workflow Rule
• Setting: Set conditional workflow on inventory form for audit scheduling and low-stock alerts.
3.6. Odoo
• Feature: Automated Actions
• Setting: Use scheduled automation on stock.quant model, link to asset periodic verification.
3.7. Google Apps Script
• Feature: Time-driven Triggers
• Setting: Setup triggers on Google Sheets for inventory divergence notification, email audit reports.
3.8. Airtable
• Feature: Automation Triggers
• Setting: “When record matches conditions” automation for assets needing audit.
3.9. IBM Maximo
• Feature: Cron Tasks
• Setting: Configure scheduled cron task for asset audit reminders and report generation.
3.10. Smartsheet
• Feature: Automated Workflows
• Setting: Set conditional alerts for asset depletion, trigger weekly audit approval workflow.
3.11. Monday.com
• Feature: Custom Automations
• Setting: Configure repetitive automation for scheduled inventory checks, updates audit board status.
3.12. Oracle NetSuite
• Feature: Scheduled SuiteScript
• Setting: Deploy script for recurring audit creation on asset record.
3.13. Google Calendar
• Feature: Event API
• Setting: Use Calendar API to create scheduled audit events, send reminders to staff.
3.14. Notion
• Feature: Database Automations
• Setting: Schedule recurring database review for fixed assets, integrated with reminders.
3.15. Slack
• Feature: Scheduled Messages API
• Setting: Automate message alerts in channels about upcoming audits or missing assets.
3.16. Trello
• Feature: Card Automation (Butler)
• Setting: Recurring card creation for audits, assign center staff, send reminders.
3.17. Freshservice
• Feature: Asset Module Automations
• Setting: Set up time-triggered automations to flag due audits, log outcomes in asset history.
3.18. Jira
• Feature: Automation Rules
• Setting: Scheduled rule to generate tasks for audits, monitor unresolved discrepancies.
3.19. Asana
• Feature: Rules & Due Dates
• Setting: Create recurring tasks on ‘Assets Audit’ project for audit cycles, auto-notify team.
3.20. Quickbase
• Feature: Scheduled Pipelines
• Setting: Recurring pipeline triggers audits, updates asset verification status and sends reports.
3.21. SAP Business One
• Feature: Alerts Management
• Setting: Configure alert on Inventory module for audit reminders, low stock notifications.
3.22. Integromat (Make)
• Feature: Scheduler Module
• Setting: Use scheduler to generate audit tasks, synchronize asset logs to centralized sheet.
3.23. ClickUp
• Feature: Automation
• Setting: Auto-create and assign regular audit tasks for childcare assets, set reminder comments.

Benefits

4.1. Reduces manual errors and oversight in asset lifecycle management.
4.2. Ensures regulatory compliance with periodic and auditable tracking.
4.3. Streamlines audit scheduling, reminders, and reporting across distributed Anganwadi centers.
4.4. Promotes resource transparency, helps prove consumption/allocation, and drives timely replenishment.
4.5. Increases efficiency by freeing up human resources from redundant coordination and tracking.